Job cost
Out-of-pocket costs logged against a job, with their receipts: a hardware run, site gas, a courier. Material purchases live in Purchasing.
Some of what a job costs never goes through a purchase order. Somebody buys a box of fittings on the way in, pays for site gas, or covers a courier. The Project expenses section is where those costs are logged, with their receipts, so they count against the job and the person who paid can be paid back.
Who can use it
Everyone on the job can log an expense. What you see depends on your role:
| You are | You see |
|---|---|
| An owner or manager | Every expense on the job |
| Anyone else | The expenses you logged yourself |
The totals at the top
| Total | What it counts |
|---|---|
| Total misc expenses | Everything logged on the job (your own, if you are not a manager) |
| Unreimbursed balance | Personal expenses still waiting to be paid back |
Every expense is also a cost line in the job's P&L the moment it is saved, so the two never disagree.
Logging an expense
Add expense takes a description, who was paid, how it was paid, the amount, the date, and a receipt file (an image or a PDF). The expense appears in the list, in the P&L and in Purchasing's All items straight away.
Paid with is one of two things:
| Paid with | Meaning |
|---|---|
| Company card or account | The shop paid. It is a cost to the job and nobody is owed anything back. |
| Personal, out of pocket | Somebody paid it themselves. It is pending until a manager marks it reimbursed, and a receipt is what they will be paid back against. |
Both count in the P&L the same way: the job spent the money either way.
Opening an expense
Each row opens the expense. From there:
- The person who logged it can change it, or delete it, until it has been paid back.
- Anyone who can change it, and any manager, can attach or replace the receipt.
- A manager marks a personal expense reimbursed once the person has been paid back, and can Undo that if it was marked by mistake. A company-paid expense has nothing to mark.
- A manager can delete any expense, including a reimbursed one, so a duplicate or a test entry is never stuck. Deleting a reimbursed expense asks first, because it removes the record of a payout.
- A manager can also Export the whole job's expenses as a spreadsheet with every receipt alongside it.
Labour is not in here
This screen covers money spent, not hours worked. Labour is costed from task time, which rolls up from the task to its work stream and project. See Shop time and task time.